Executive Assistant – Co-Location Services recruitment

Description:
Reporting to CME Group’s Managing Director of Co-Location and Data Center Services, the Executive Assistant will provide advanced administrative support to the executives in the Co-Location Services, Globex Services Administration and Business Continuity Planning departments. The primary responsibilities will include meeting planning, travel coordination, expense management, phone support, special projects including but not limited to data center tour coordination, event planning and sales administration. The Executive Assistant will have a background in supporting senior level members of an organization with an emphasis on excellent communication and effective coordination skills across multiple staff and departments. The role will also entail working with some of the CME Co-Location customers by performing sales administrative activities. The sales administrative side of the role will be supporting the efforts of the Co-Location Business Development Team and some customer interaction will be required. The skills needed include a basic understanding of our market and the customers segments that make up or customer community.

Principal Responsibilities: Executive Assistant
• Manage workflow by prioritizing meetings, emails and phone calls
• Schedule internal and external meetings and follow-up including catering, audio/visual support, teleconferencing and videoconferencing
• Screen and respond to/direct incoming phone calls, emails and inquiries in a professional manner, using independent judgment to determine appropriate resolution and priority
• Track Division administrative timelines
• Oversee weekly payroll processing, expense reports and supplies
• Coordinates approval for job requisitions, new employee set-up, etc.
• Work with administrative team in Operations for appropriate phone, vacation, lunch coverage
• Develop administrative policies and procedures using SharePoint and shared drive
• Prepare documents for presentations, meetings and general distribution using MS Word, PowerPoint and Excel
• Arrange domestic and international travel and ensure all preferences and requirements are met while complying with the corporate expense policies
• Manage executive filing system and maintain e-mail management, responding on behalf of MD when appropriate
• Serve as a liaison to other departments in the resolution of day-to- day administrative operational matters
Principal Responsibilities: Sales Administration
• Schedule meetings with set of defined customers on a quarterly basis
• Provide analysis on customer data across segments
• Interact with set of defined customers to gain insight into their growth and marketing strategies
• Coordinate and research annual conferences / marketing opportunities covering co-location and trading technology related services on a global level
• Facilitate conference planning and execution
• Manage customer contracts

Requirements:
• 3 – 5 years experience providing highly professional administrative support to senior executives
• Strong verbal and written communication skills
• Business and personal maturity to manage confidential information appropriately
• Strong Microsoft Office skills, Excel and PowerPoint skills preferred
• Must demonstrate excellent written and verbal communication skills
• High school diploma is a minimum requirement. Bachelor’s degree strongly preferred
• Must be flexible with start and end time when necessary
• Must possess strong organizational skills and be a team player
• Previous sales administration responsibilities preferred